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Steps to cancel a Course

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Learn how to cancel a Course

If one of your upcoming Courses has not had enough bookings to be viable, you can quickly cancel it and automatically notify Delegates and the assigned Trainer.

This will keep everyone is informed, preventing your Delegates and Trainers turning up for the Course and giving them time to cancel any of their travel plans and make alternative arrangements.

setting a Course to cancelled

Follow this page to learn the steps to cancel a Course!

(error) Cancel the Course & Delegates

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This step will take you through the process of cancelling a Course and the Delegates that are currently booked onto it

Expand
titleCancel the Course & Delegates

  1. Depending on whether you are cancelling a Class or Web Course, open the relevant Courses Class ‘Class’ or ‘Web’ Courses Web DataGridDataGrid from your main navigation menu on the left

    Courses tab

    Locate

  2. Find the Course you wish want to cancel by using the Search menu in the top right hand side of the , by applying filters and/or searching the Courses DataGrid

    Class Course Datagrid

  3. Right-click on the Course to open the context menu and click ‘Edit Course & Delegate Status’ option

    Edit course and delegate status option in context menu

    A

  4. The ‘Edit Course & Delegate status’ pop up box window will openappear

    edit course and delegate status pop out

  5. Change the Course Status to ‘Cancelled’

    Course status options

  6. You will have an additional tick box that will appear asking if you wish to ‘Apply to Delegates’

    Apply status to all delegates tick box

    Ticking this will change the status for all Delegates. If you choose to use this tick box, skip to step 8

  1. You can then update the status for each ‘Booked’ Delegate to ‘Cancelled’ using the Drop drop-down box to the left right of each name

    Edit Course and delegate status pop out Image RemovedEdit Course and delegate status pop out Image Added

  2. Once you have updated the Course Status and Delegate Status click ‘Save and Close’ to apply your changes

    Save and close button

Tip

Top Tip

To process any refunds for your Delegates, please see our Refund a payment on an Invoice guide.

You can add the column ‘Invoice Reference’ to your Delegates DataGrid to access a shortcut to their Invoices to complete this activity much more quickly.

📧 Check your cancellation communications have triggered

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This step will take you through checking that you automated cancellation emails/SMS have triggered

To check your cancellation communications have triggered, you will follow these steps:

  1. Check the Delegate notifications

  2. Check the Trainer notifications

Check the Delegate notifications

This step will take you to the Communications DataGrid to check that your cancellation notification emails/SMS have sent to your Delegates

Expand
titleCheck the Delegate notifications

  1. Click Open the ‘Communications’ tab DataGrid from the your main navigation menu on the left hand side

    Communications tab in main navigation menuImage Removedcommunications main menu optionImage Added

  2. This will open the Communications Datagrid. Here DataGrid, here you can see all SMS/Email’s Emails that have been sent from the Platform, in addition to any manually recorded Communications

    communications datagrid

    Using the ‘Date created' column, you can see when the SMS/Email was sent, who it was sent to, whether it is an Email or SMS. From here you can also preview the SMS/Email by right clicking and opening the context menu and clicking ‘Preview’

    Communications datagrid with context menu - preview option selected Image Removed

  3. Find the cancellation email sent to one of your Delegates by applying filters and/or searching the Communications DataGrid

    searching in the Communications DataGridImage Added

  4. To view the details of a Communication, right-click on it in the DataGrid and select ‘Preview’ from the context menu options

    Communications datagrid with context menu - preview option selected Image Added

  5. This will open a pop up box, which will show the contents of the email sent to your User/ Delegate

    Email preview Image RemovedEmail preview Image Added

  6. From the context menu for each email Communication you can also ‘Delete and 'Resend Email’ if the wrong email address was used for the email

    additional options context menu

Check the Trainer notifications

This step will take you to the Communications DataGrid to check that your cancellation notification emails/SMS have sent to your Delegates

Expand
titleCheck the Trainer notifications

  1. Click Open the ‘Communications’ tab DataGrid from the your main navigation menu on the left hand side

    Communications tab main navigation menu Image Removedcommunications main menu optionImage Added

     

  2. This will open the Communications Datagrid. Here DataGrid, here you can see all SMS/Email’s Emails that have been sent from the Platform, in addition to any manually recorded Communications

    communications datagridImage Modified

     

    Using the ‘Date created' column, you can see when the SMS/Email was sent, who it was sent to, whether it is an Email or SMS. From here you can also preview the SMS/Email by right clicking and opening the context menu and clicking ‘Preview’

    Communications datagrid with context menu Image Removed

  3.  Find the cancellation email sent to your Trainer by applying filters and/or searching the Communications DataGrid

    searching in the Communications DataGridImage Added

  4. To view the details of the Communication, right-click on it in the DataGrid and select ‘Preview’ from the context menu options

    Communications datagrid with context menu - preview option selected Image Added

  5. This will open a pop up box, which will show the contents of the email sent to your Trainer

    Email preview Image Removed

     

  6. From the context menu for each email Communication you can also ‘Delete and 'Resend Email’ if the wrong email address was used for the email

    additional options context menu Image Modified